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HomeMy WebLinkAbout1999-01-05; City Council; 15003; Annual Grad Nite Contribution PolicyAB# J5,oo3 MTG i-s- 97 DEPT CITY OF CARLSBAD -AGENDA BILL TITLE : ANNUAL GRAD NITE CONTRIBUTION POLICY 79 w DEPT.HD.y RECOMMENDED ACTION : If Council concurs, adopt Resolution No Fq A5 . approving a City Council Policy relating to City contributions for Grad Nite programs that serve high school seniors who reside in Carlsbad. ITEM EXPLANATION : Since the inaugural year of 1993, the City’s contribution toward Grad Nite activities has steadily increased. Historically the City has provided in-kind services via reduced rental fees and staff time for use of the Calavera Hills Community Center. Most recently, on May 12, 1998, Council approved a maximum of $4500 in cash or in-kind services to be distributed to the four local high schools which serve the Carlsbad Community based on the number of seniors at each school that are Carlsbad residents. In an effort to more effectively deal with ongoing annual requests for Grad Nite contributions, staff requested that the City Council also authorize a method by which an amount, not to exceed a specific value, would be donated to respective high schools each year. Accordingly, City Council directed staff to return with a Grad Nite policy which would determine the maximum appropriation limits to each school based upon the number (and percentage) of Carlsbad seniors in each respective school. In addition, the policy is to allow for contributions of cash and/or in-kind services, including staff time and facility rental equal to the maximum allocation and subject to space availability. The policy shall also give the City Manager the ability to annually adjust the percentage of contribution to each respective high school based upon the enrollment of Carlsbad seniors attending each school. Attached as Exhibit 2 is a proposed Council Policy Statement which addresses the issues outlined during the May 12, 1998, meeting regarding the allocation of annual Grad Nite contributions. FISCAL IMPACT During the May 12, 1998 meeting, City Council authorized the total expenditure of $4,500 for cash and/or in-kind services toward all Grad Nite contributions. Accordingly, the attached policy would allow for a total allocation not to exceed that same amount. If Council concurs, staff will budget for the annual contribution amount in the FY 1999-2000 operating budget. In anticipation of this years Grad Nite requests for the 1998-99 school year, staff is requesting that Council authorize $4,500 funding from the City Council Contingency Fund. EXHIBITS 1. Resolution No. 9’5 * (5 2. Proposed Grad Nite Policy 11 1 1: 1: 14 If 1E 17 18 19 20 21 22 23 24 25 26 27 20 RESOLUTION NO. w-15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING A POLICY TO EQUITABLY DISTRIBUTE CITY CONTRIBUTIONS TO GRAD NITE COMMITTEES THAT SERVE HIGH SCHOOL SENIORS RESIDING IN CARLSBAD. WHEREAS, since 1993, the City has continually received annual requests for contributions to Grad Nite activities for high school seniors that are Carlsbad residents; and WHEREAS, the City Council supports the “Alcohol Free” Grad Nite Activities a being a positive alternative activity for graduating seniors who reside in Carlsbad; and WHEREAS, the City Council desires to distribute contributions on an equitat basis to all high schools that serve high school seniors who reside in Carlsbad; and WHEREAS, the City Council has directed staff to develop a policy al methodology to equitably distribute contributions to Grad Nite Activities servir graduating seniors who reside in Carlsbad. NOW, THEREFORE; be it resolved that the City Council of the City of Carlsba California, does hereby approve a Council Policy establishing the methodology f request for annual contribution allocations to Grad Nite Committees, a copy of which attached hereto and made a part hereof. Ill Ill Ill r 1 2 3 4 5 6 7 e 9 1C 13 12 12 14 If I( 1: II 1E 2( 21 2: 2: 21 2! 2t 2: 2t PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California, held on the 5 th day of January , 1999 , by the following vote to wit: AYES: Council Members Lewis, Hall and Kulchin NOES. Council Members Nygaard &.Finnila ABSENT: None ATTEST: KAREN :R. KUNDTZ, As?&&ant City Clerk 3 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Grad Nite Policy No. 61 Date Issued January 5, 1999 Effective Datearv 5. 1999 Cancellation Date Supersedes No. Specific Subject: Request for City contributions to Grad Nite Activities Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PURPOSE To establish a methodology by which the City Council can provide annual support on an equitable basis to Grad Nite Activities for high school seniors who reside in Carlsbad. STATEMENT OF POLICY The Carlsbad City Council has established a methodology of distribution for annual donations of cash and/or in-kind services not to exceed a total value of $5,000. The maximum donation will be reviewed every three (3) years by the City Council. Contributions are to be distributed on a proportionate basis to the Grad Nite Activities provided in affiliation with the local high schools which serve Carlsbad seniors. PROCEDURE 1. Each Grad Nite Activity Committee serving Carlsbad seniors must provide the following items by March lst, of each school year to the City Manager’s office: 1. Written request for contribution from authorized representative of Grad Nite Committee. 2. Designate request for cash and/or in-kind services. Describe the in-kind services (i.e. facility rental and/or City Services). 3. Official documentation verified by the School District Superintendent’s Office indicating the number of high school seniors attending each respective high school that reside in Carlsbad. 4. Address to where the contribution should be mailed. 2. The City Manager or designee will determine the donation that each Grad Nite Committee is to receive based upon the total number (and percentage) of Carisbad residents enrolled as seniors at each respective high school. EXHIBIT 2 The value of in-kind services will be determined by the City according to the established City salary schedules and existing Facility Use Fees. Facility and service requests are subject to availability All contributions will be subject to City Council approval prior to distribution. Grad Nite Committees will be notified by letter once the City Council has approved the contributions. Grad Nite Committees will receive cash donations in the form of a check by mail.